Planning

The planning phase for the outdoor conference began with meeting with the sponsor to discuss the vision, objectives, and goals. Planning documents, timelines, stakeholder registry communication plans, and change processes were created. Risks were identified, and the planning team worked on contingency plans. Contracts for sign printing and installation were researched, negotiated, and procured. An appropriate outdoor space was sited, and rates were negotiated for A/V, table/chair/linen rental, restroom trailers, and construction materials. Coordination with audiovisual technicians ensured sound quality through sound checks and video presentation rehearsals. Weekly meetings and communication with stakeholders took place to keep them informed and engaged.

On-site Management

For on-site management, the team oversaw the entire onsite setup, and event staff, and coordinated with the client on volunteer staff. Updates and the run of show were shared with the sponsor, planning team, event facility, vendors, and personnel as applicable. The team managed onsite setup the day before and on the day of the event, and also oversaw audiovisual rehearsals to ensure a seamless experience. Onsite security and parking attendants were managed, as well as food and beverage trucks to provide refreshments for attendees. Final reports and receipts were submitted as required within 72 hours after the event.